Sending an email to a professor can feel intimidating, especially when you don’t get a response the first time. Whether you’re asking about a deadline, clarifying course material, or requesting a recommendation, knowing how to follow up politely makes all the difference.
In this guide, you’ll learn how to write a follow-up email to a professor that’s respectful, clear, and appropriate for academic settings. We’ll walk through when to follow up, what to say, and how to format your message—plus share ready-to-use templates you can customize for your situation.
When and Why to Follow Up with a Professor
Professors receive dozens of emails each week, and it’s not uncommon for a message to go unanswered, especially during busy times in the semester. A polite follow-up helps ensure your question or request doesn’t get lost.
When to Send a Follow-Up
- After No Reply: If you haven’t received a response after 3–5 business days, it’s okay to send a gentle reminder.
- Before a Deadline: Follow up a little sooner (1–2 days) if your question is time-sensitive, such as an assignment clarification or extension request.
- After an Agreement: If a professor agreed to write a recommendation or review a draft, following up as a reminder (respectfully) is both helpful and appropriate.
Why Follow Up?
- To confirm your message was received
- To show that you’re responsible and organized
- To clarify or check on next steps without being pushy
A well-written follow-up shows you respect their time—and that you’re serious about your work.
How to Write a Polite Follow-Up Email to a Professor
Your follow-up email should be respectful, clear, and straight to the point. Here’s how to structure it effectively:
Use a Clear Subject Line
Let the professor know what your email is about without needing to open it.
Examples:
- Follow-Up: Request for Office Hours
- Clarification on [Course Name] Assignment – Follow-Up
- Follow-Up Regarding Recommendation Letter
Greet Them Formally
Use their proper title (e.g., Professor, Dr.) and spell their name correctly.
Example:
Dear Professor Singh,
Reference Your Previous Email
Briefly mention your earlier message and the date you sent it. Be polite and assume they may have missed it.
Example:
I’m following up on the email I sent last Thursday regarding the group presentation in your Sociology 201 class. I understand this may be a busy time, but I just wanted to check in.
Restate Your Request Clearly
Without repeating everything, remind them of your question or what you’re asking for.
Example:
I was hoping to confirm whether the final project proposal is due this Friday or next.
Close Politely
Thank them again and make it easy to respond. Keep your tone warm and respectful.
Example:
Thank you for your time. I appreciate your help and look forward to your reply.
Add Your Full Name and Course Info
This is especially important if you haven’t interacted much or are in a large class.
Example:
Sincerely,
Aanya Desai
B.A. Psychology, Year 2
Section B – Introduction to Cognitive Science
Templates for Different Situations
These follow-up email templates are tailored for common scenarios students face. Each one is polite, clear, and easy to customize.
Follow-Up After No Response
Subject: Follow-Up on Assignment Clarification – [Course Name]
Dear Professor [Last Name],
I hope you’re doing well. I’m following up on the message I sent earlier this week about the due date for the final project in [Course Name]. I understand things can get busy, so I just wanted to check in when you have a moment.
Thank you for your time. I appreciate your help.
Sincerely,
[Your Full Name]
[Your Course and Section]
Related: How to Write a Follow-Up Email After No Response
Follow-Up for a Recommendation Letter
Subject: Follow-Up: Letter of Recommendation Request
Dear Professor [Last Name],
I hope your week is going well. I wanted to follow up on my request for a letter of recommendation for the [program/scholarship/job]. I understand you’re likely juggling many responsibilities, so I just wanted to check if you needed any additional materials from my side.
Thank you again for considering my request.
Best regards,
[Your Full Name]
[Your Major/Year]
Related: How to Write a Second Follow-Up Email
Follow-Up After a Meeting Request
Subject: Following Up – Request for Office Hours Appointment
Dear Professor [Last Name],
I’m following up on my earlier message about setting up a time to meet during office hours. I’d like to discuss my midterm feedback and go over some of the topics I found challenging.
Please let me know if there’s a convenient time to meet this week.
Sincerely,
[Your Name]
[Your Course and Section]
Related: Follow-Up Email After Meeting
Follow-Up on Feedback or Grades
Subject: Follow-Up Regarding Essay Feedback – [Course Name]
Dear Professor [Last Name],
I hope you’re doing well. I wanted to check in about the feedback for the recent essay submission. I’d appreciate any insights you could share, as I’d like to apply your suggestions to improve my final draft.
Thank you for your time and guidance.
Best,
[Your Name]
[Your Course and Section]
Conclusion
Following up with a professor doesn’t have to feel uncomfortable. When done politely, it shows you’re organized, respectful, and genuinely engaged. Whether you’re clarifying an assignment, requesting feedback, or checking in on a previous message, a well-written follow-up email can help you stay on track without sounding impatient.
Use the tips and templates in this guide to write messages that are clear, courteous, and easy to respond to. This can help you to get the answers you need and keep communication strong.